Agenda and draft minutes

To confirm and sign as a correct record the Minutes of the Meeting of the Overview and Scrutiny Committee held on Tuesday 14 January 2025.

On being put to the vote it was

RESOLVED that the Minutes of the Meeting of the Overview and Scrutiny Committee held on Tuesday 14 January 2025 be confirmed and signed as a correct record.

Members may make any declarations of interest at this point and may also make them at any point during the meeting.

There were no declarations of interest made. 

Matters arising schedule setting out current position of previously agreed actions as at Monday 7 April 2025.

The Democratic and Civic Officer provided an update regarding the invitation to the Police and Crime Commissioner (PCC). It was reported that an invitation had been extended; however, the PCC had respectfully declined to present to the Overview and Scrutiny Committee, as this was not their standard practice. Members were informed that the PCC and the force Chief Officers delivered annual presentations to each of the District Councils, which were open to all Council Members. Arrangements for this year's presentations had not yet been finalised, as key funding decisions and their implications for Lincolnshire policing remained pending.

The PCC and force continue to engage with Central Government to address ongoing funding challenges. Further updates would be communicated to the Leader of West Lindsey District Council in due course. No additional updates were reported.

Presentation by Matthew Harrison regarding an overview of the responsibilities of the Lead Local Flood Authority and how those responsibilities are applied during West Lindsey District flooding events.

The Chairman welcomed Mr. Matthew Harrison, Flood and Water Manager for Lincolnshire County Council and representative of the Lead Local Flood Authority (LLFA) and invited him to deliver his presentation.

A presentation was delivered, which introduced the role and responsibilities of the Lead Local Flood Authority. It was explained that Lincolnshire County Council acted as the Lead Local Flood Authority for Lincolnshire and was responsible for managing flood risks arising from surface water, ordinary watercourses, and groundwater.

The responsibilities of Lincolnshire County Council (LCC) as the Lead Local Flood Authority were outlined, including the development and maintenance of a Local Flood Risk Management Strategy, the conduct of investigations into flooding incidents, and the publication of the outcomes. It was noted that works had been undertaken to manage flood risks from surface water, groundwater, and ordinary watercourses. The County Council acted as a statutory consultee on planning matters for all major developments, maintained a register of assets, and regulated ordinary watercourses outside of Internal Drainage Board areas. It was noted that Internal Drainage Boards acted as agents in these areas under a Memorandum of Understanding.

The presentation highlighted the collaborative efforts of the Lead Local Flood Authority with other Risk Management Authorities, key stakeholders, and local communities to meet statutory requirements. It was emphasised that the Local Flood Risk Management Strategy had been developed through strong partnerships to manage the impact of flood risks on people, businesses, and the environment.

Additional details were provided on how and where flooding should be reported, along with the most effective methods for doing so. The purpose of investigations under Section 19 of the Flood and Water Management Act 2010 was explained, along with the criteria for initiating such investigations. The process for logging flood reports was outlined, including discussions with Risk Management Authorities or riparian owners, joint sign-off of reports, and communication with property owners whose properties had been internally flooded.

It was noted that the County Council had no enforcement powers but had worked in partnership with Risk Management Authorities to develop schemes aimed at enhancing future flood protection. Data had been shared regarding flooded properties from 2012 to 2024. Details on Property Flood Resilience Repair Grants, including eligibility criteria and associated data collection, were also provided.

The presentation also included an explanation of the responsibilities of riparian owners. Updates on West Lindsey’s flooding issues were reviewed, including a live tracker which had monitored 22 active locations. It was reported that the tracker had been regularly updated with progress, a log of Section 19 recommendations, and records of concluded works requiring no further actions.

The Chairman thanked Matthew Harrison for his presentation and invited Members to comment.

Clarification was sought regarding the status of flood investigations, particularly the inconsistency between investigations marked as "completed" up to 2025, while their overall work status was listed as "ongoing." Questions arose as to whether this meant work would continue indefinitely or if the work had yet to be finished. It was explained that the data available  ...  view the full minutes text for item 40.

An update was provided by the Housing and Environmental Enforcement Officer regarding the Flood Working Group, which had been established following previous flooding incidents. It was reported that the group aimed to improve coordination and communication within the Council and with local communities. The Officer highlighted the group’s achievements, noting that this was the second update report that had been presented.

Gratitude was expressed to Committee Members for their contributions to the working group over the past 18 months. Their involvement was recognised as essential in managing flooding incidents and ensuring effective communication with affected communities. It was acknowledged that, while the Council prioritised emergency responses, there were ongoing water-related issues that could not always be addressed immediately.

The Council’s participation in major flood mitigation projects, including the Humber 2100 Strategy and Fen 2100 projects were outlined. Although the Council was not directly involved in these initiatives, it was reported that local Members participated in partnership meetings to represent the views of West Lindsey residents. The Officer also noted the group’s efforts on more localised issues, such as planning and enforcement matters.

Three major flooding incidents were reported: Storm Babet (October 2023), Storm Henk (January 2024), and the incident on 6 January 2025 (which did not have a named storm). The Officer commended the effectiveness of the response framework provided by the Lincolnshire Resilience Forum (LRF) in managing these events.

It was noted that, while the working group did not review all minutes from flood drainage forums, verbal updates were received from meetings. Despite limited staffing, the Council was reported to prioritise attendance at key meetings to remain informed about flood management issues. Regular updates were also provided in collaboration with Lincolnshire County Council, with specific focus on Section 19 reports and localised flooding matters.

The importance of providing feedback to communities following flooding incidents was emphasised. An example from Stow was highlighted, where repeated road flooding had occurred without impacting properties. The Officer highlighted the need for improved coordination in updating residents, suggesting that platforms such as “Fix My Street” could be supplemented with more localised communication efforts.

It was noted by a Member that, while Fix My Street may provide a response, it was considered insufficient in delivering the type of feedback required by residents. The system was described as overly automated, and concerns were raised regarding the clarity and completeness of the information provided. Reference was made to two recent cases in Middle Rasen where works were marked as completed, although it was observed that they had not been fully carried out. It was emphasised that more detailed and accurate feedback was necessary, as the current system often led to confusion, particularly where works had commenced but not been finished, resulting in misleading communications.

It was acknowledged that West Lindsey District Council had limited direct responsibilities under Section 19 investigations, as most actions did not fall to West Lindsey District Council unless they related specifically to Council-owned land. It was suggested that greater consideration should be given  ...  view the full minutes text for item 41.

The draft Overview and Scrutiny Annual Report was introduced by the Senior Democratic and Civic Officer. It was noted that the report was being presented to the Committee for recommendation ahead of its submission to Annual Council in May. An explanation was provided that the report summarised the Committee’s activities over the past 12 months and outlined anticipated work for the coming year.

Particular attention was drawn to the operating methodology detailed within the report. Members were invited to submit comments or propose changes to the methodology, with confirmation that these would be considered as part of the wider Constitution Review process, which was also scheduled to be presented to Annual Council.

With no comments or questions raised, and upon being put to the vote, it was

RESOLVED that

a)    Members had given consideration to the content of the draft annual report, and the Operating Methodology, with no comments or requests for amendment; and

b)    the annual report be supported for submission to Annual Council;

It was noted that the Committee could utilise the forward plan to identify items for pre-decision scrutiny. It was advised that a proposer, a seconder, and a majority vote would be required for the item to be included in the committee work plan. Otherwise, it was confirmed that the forward plan was presented for noting.

Further to earlier discussions, a proposal was made for the Committee to review resilience and emergency planning in approximately 12 months' time, as a separate item from the scheduled flooding update. The Chairman expressed support for the proposal, recognising it as a worthwhile initiative for follow-up and acknowledging the substantial amount of work involved.

With no further comments, and having been moved, seconded, and voted upon, it was

RESOLVED that the Committee review resilience and emergency planning in approximately 12 months' time.

The Officer reported having liaised with the Director of Public Health regarding the 2024 Annual Report. It was confirmed that Professor Derek Ward and Councillor Woolley would be attending the Committee meeting scheduled for 24 June 2025. Additionally, the Progress and Delivery Quarter 4 Report, along with the Summary of Year-End Performance for 2024-25, was confirmed for discussion at the Committee meeting on 29 July 2025. No further updates were provided at this time.

With no comments or questions, the Workplan was DULY NOTED.